Most founders know they should delegate more. The hard part is knowing what to hand off, and trusting that it will get done properly. Here's the simple system we use when we set up a new assistant for a busy founder.
1. Track one normal week
For five working days, jot down every task that takes more than five minutes. Don't judge, just list. Most people are surprised by how much time goes on scheduling, chasing replies, updating spreadsheets and hunting for files.
2. Sort every task into three piles
- Delegate: repeatable tasks that follow a pattern, like scheduling, data entry, first-pass email replies and research.
- Automate: tasks a tool can do alone, like reminders, invoice sending and moving form entries into your CRM.
- Keep: work that truly needs you, like key relationships, strategy, hiring decisions and final approvals.
3. Start small and low-risk
Pick two or three recurring tasks where a mistake is easy to fix. Calendar management and inbox triage are good first choices. Early wins build trust on both sides, and you can hand off more each week.
4. Explain it once, properly
Record a quick screen video of yourself doing the task and talking through your decisions. Your assistant turns it into a written checklist. That's your first standard operating procedure, and you never have to explain the task again.
5. Check in weekly, then less
A 15-minute weekly check-in covers what's done, what's stuck and what to hand off next. After a month or two, most founders find those check-ins become the only admin they touch all week.
